Entering Charge Transactions and Patient .Entering Charge Transactions and Patient Payments WHAT

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  • Entering Charge Transactions and Patient Payments

    WHAT YOU NEED TO KNOW To use this chapter, you need to know how to: Start Medisoft, use menus, and enter and edit text. Enter patient information in Medisoft. Work with chart and case numbers.

    LEARNING OUTCOMES In this chapter, you will learn how to: Enter charges for procedures. Edit and delete charge transactions. Use Medisofts Search features to find specific transaction data. Record and apply payments received from patients. Process a refund for a patient who has overpaid. Print walkout receipts.

    6

    KEY TERMS adjustments charges MultiLink codes payments

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  • 136 PART 2 MEDISOFT ADVANCED TRAININGCopyright 2009 The McGraw-Hill Companies

    TRANSACTION ENTRY OVERVIEW Three types of transactions are recorded in Medisoft: charges, payments, and adjustments. Charges are the amounts a provider bills for the services performed. Payments are monies received from patients and insurance carriers. Adjustments are changes to patients accounts. Examples of adjustments include returned check fees, insurance write-offs, Medicare adjustments, and changes in treat-ment. This chapter covers charge transactions and patient copayments. Chapter 8 covers insurance payment and adjustment transactions.

    The primary document needed to enter charge transactions in Medisoft is a patients encounter form. Typically, the physician circles or checks the appropriate procedure and diagnosis codes on the encounter form during or just after the patient visit. Charges and payments listed on an encounter form are later entered in the Transaction Entry dialog box in Medisoft by an insurance billing specialist. After the information is entered, it is checked for accuracy. If all the information is correct, the transaction data are saved, and a walkout receipt is printed for the patient. If it is in-correct, the data are edited and then saved.

    Transactions are entered in the Transaction Entry dialog box, which is accessed by selecting Enter Transactions on the Activities menu. The Transaction Entry dialog box consists of three main sections (see Figure 6-1 ):

    1. The top third contains information about the patient, the insur-ance coverage, and the patients account.

    2. The middle section lists charge transactions.

    3. The bottom third lists payments and adjustments.

    charges amounts a provider bills for the services performed

    payments monies received from patients and insurance carriers

    adjustments changes to patients accounts that alter the amounts charged or paid

    charges amounts a provider bills for the services performed

    payments monies received from patients and insurance carriers

    adjustments changes to patients accounts that alter the amounts charged or paid

    PATIENT/ACCOUNT INFORMATION The Patient/Account Information section consists of the top third of the Transaction Entry dialog box (see Figure 6-2 ). It contains two critical pieces of information: chart number and case number. Boxes for entering these numbers are found at the top left of the dialog box.

    CHART

    The Chart drop-down list includes all patients in the practice. In large practices, the list of chart numbers could be very long, so it is important to know how to search for a chart number. One way to

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  • Chapter 6 Entering Charge Transactions and Patient Payments 137 Copyright 2009 The McGraw-Hill Companies

    Figure 6-1 Transaction Entry dialog box with three sections highlighted

    Figure 6-2 The Patient/Account Information section of the Transaction Entry dialog box

    locate a chart number is to key the first several letters of a patients last name. As the letters are keyed, the first chart number in the list that matches is highlighted. In the example in Figure 6-3 , the letter F was keyed. The program highlights the first patient with a chart number beginning with F in this case, John Fitzwilliams. If this is the correct patient, pressing Tab selects the patient and closes the

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  • 138 PART 2 MEDISOFT ADVANCED TRAININGCopyright 2009 The McGraw-Hill Companies

    drop-down list. If a different patient is desired, the up and down ar-row keys are used to move up or down in the list.

    CASE

    Once the patients chart number has been located, the Case that relates to the current charges or payments must be selected. The drop-down list in the Case box displays case numbers and descrip-tions for the patient (see Figure 6-4 ). By default, the transactions for the most recent case are displayed. Transactions for other cases can be displayed by changing the selection in the Case box. Only one case can be opened at a time.

    TOTALS AND CHARGE TABS

    The remaining areas in the Patient/Account Information section of the Transaction Entry dialog box include the Totals and Charge tabs. Information in these fields is entered automatically by the program, and no changes can be made. The figures are automatically updated after a new transaction is entered and saved.

    Totals Tab The Totals tab displays information for the insurance carrier and for the patient. In Figure 6-2 on page 137, the Totals tab is currently selected.

    Figure 6-3 Chart drop-down list after F is keyed

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  • Chapter 6 Entering Charge Transactions and Patient Payments 139 Copyright 2009 The McGraw-Hill Companies

    Account Aging This section displays the cases insurance carriers and the aging information for each. It also displays the patient aging information.

    Total This field displays the total aging amount for the patients account.

    TNB This is the total not billedthe amount that has not been billed to the insurance carrier.

    Policy Copay and OA The amount of the patients copayment and any other arrangements (OA) for payment that may be in effect appear here.

    Annual Deductible and YTD These fields list the patients annual insurance deductible. The year-to-date (YTD) field calculates how much of the deductible has been met for the year.

    Charges, Adjustments, Subtotal, Payment, Balance These fields display financial information for the case.

    Account Total This field displays the patients total account bal-ance for all cases.

    Figure 6-4 Case drop-down list for the patient listed in the Chart box

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  • 140 PART 2 MEDISOFT ADVANCED TRAININGCopyright 2009 The McGraw-Hill Companies

    Charge Tab The Charge tab shows responsibility information, billing informa-tion, and payment information for the selected charge. You cannot edit these fields. The Charge tab is visible in Figure 6-3 on page 138.

    CHARGE TRANSACTIONS Charges for procedures performed by a provider are entered in the Charges section in the middle of the Transaction Entry dialog box (see Figure 6-5 ). The process of entering a charge transaction in Medisoft begins with clicking the New button, located just below the list of individual charges.

    Date When the New button is clicked, the program automatically enters the current date (the date that the Medisoft Program Date is set to) in the Date box (see Figure 6-6 ). If this is not the date on which the procedures were performed, it must be changed to reflect the ac-tual date of the procedures. To change the default date for these boxes, any of these methods can be used:

    The Set Program Date command on the File menu can be clicked.

    The date button in the lower-right corner of the screen can be clicked. (This must be done before the New button is clicked in the Transaction Entry dialog box.)

    The information that is already in the Date box can be keyed over.

    Figure 6-5 Charges area in the Transaction Entry dialog box, with the New button highlighted

    Figure 6-6 After the New button is clicked, the date is displayed in the Date column (new entry highlighted in yellow)

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    Procedure After the date is entered, the next information required is the code for the procedure performed by the provider. The pro-cedure code is selected from a drop-down list of CPT codes already in the database. Again, it is more efficient to locate a code by enter-ing the full code number or the first several digits than to scroll through the entire list of codes. In the example in Figure 6-7 , the numbers 800 were entered, and the first CPT code that matches is highlighted. To select the code, press Tab. If a different code is de-sired, use the up or down arrow keys on the keyboard to move up or down in the list.

    Only one procedure code can be selected for each transaction. If mul-tiple procedures were performed for a patient, each one must be en-tered as a separate transaction (unless a MultiLink code, which is discussed later in the chapter, is used).

    If a CPT code for a proc